Administrative Assistant (Secretary 2)

About Us

At the Department of Opportunities and Social Development (OSD), we are a large and diverse department providing a broad portfolio of programs and services including Child and Family Wellbeing (CFW), Employment Support Services (ESS), Income Assistance (IA), Supportive Housing and Homelessness, and the Disability Support Program (DSP).

Through our services, we advocate and help vulnerable Nova Scotians be independent, self-reliant, and secure.  We work collaboratively across the province with a strong dedicated network of supports and staff, to achieve desired and shared outcomes for all.

About Our Opportunity

As the Administrative Assistant, you play a vital role in ensuring our offices operate smoothly, efficiently, and responsively. You are a collaborative, adaptable professional who brings creativity, initiative, and sound judgment to your work. You thrive in a fast-paced environment, remain calm when priorities shift, and enjoy finding innovative ways to improve processes while supporting colleagues and delivering exceptional service to the public.

This is a varied role with competing, time-sensitive priorities. You will coordinate recruitment and employee administration, maintain records, process office expenses, support workplace safety activities, coordinate staff events, and help resolve day-to-day office and equipment needs. 

Primary Accountabilities

In this role, you will help keep the offices organized and running smoothly. Your key responsibilities include:

•    Providing day-to-day administrative support to the Regional Service Delivery Manager and, as needed, other leaders across the Region.
•    Managing calendars, meetings, agendas, minutes, correspondence, reports and follow-up items.
•    Preparing various confidential correspondence across our various programs
•    Processing and tracking invoices, expenses and other operational costs.
•    Responding to enquiries and connecting employees, candidates, service providers and members of the public with the appropriate contact.
•    Coordinating recruitment activities, including scheduling interviews, communicating with candidates, preparing interview materials and maintaining hiring records.
•    Coordinating office maintenance requests and helping address day-to-day facility needs.
•    Distributing and tracking laptops, monitors and other equipment across both offices.
•    Coordinating Freedom of Information and Protection of Privacy requests.
•    Coordinating staff events such as training and engagement activities.
•    Supporting administrative projects, candidate inventories and hiring processes across the Eastern Region.

Qualifications and Experience

You have completed a one-year program in business administration, office administration or a related field, plus at least three (3) years of related administrative support experience; or an equivalent combination of education, training and experience. You also demonstrate: 
•    experience coordinating detailed administrative work with multiple priorities and deadlines;
•    experience creating, organizing and maintaining accurate electronic records, documents or tracking systems;
•    experience handling confidential or sensitive information appropriately;
•    experience using common office software for email, calendars, word processing and spreadsheets, such as Microsoft Outlook, Word and Excel, OneNote, Teams or comparable applications;
•    the ability to communicate information clearly and respectfully in writing, by telephone, virtually and in person;
•    the ability to work independently on assigned responsibilities and collaborate with employees, managers and service partners; and
•    the ability to assess competing requests, adjust priorities and escalate urgent or sensitive issues appropriately.

The following experience would be considered assets, but are not required:
•    supporting interview coordination or use of SuccessFactors;
•    processing invoices, expenses, purchase documentation or financial transactions;
•    experience administering Freedom of Information and Protection of Privacy requests and  records management processes 
•    integrating digital tasks through Teams and other Microsoft365 applications

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

Equivalency

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Equivalencies include, but are not limited to:

• four years of related administrative support experience; or
• a completed related bachelor’s degree.

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application. 

Benefits

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs.  For information on all our Benefit program offerings, click here: Benefits for government employees.

Working Conditions

Your typical work week is 35 hours with 7-hour days. This is primarily an office-based administrative position supporting the Port Hawkesbury, St. Peter’s, North Sydney, and associated satellite offices.

The role involves regular computer work and frequent use of email, telephone and virtual meeting platforms. Occasionally you may need to move or lift objects such as boxes or files. You will have daily contact with the public, various Government Departments as well as other local Agencies.

There is a need for occasional travel between office locations

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career
• Engaging workplace: our Employees feel valued, respected, connected, and tuned in, we have forward-thinking policies and strategies
• Countless career paths